Executive Assistant

NHMA is looking to employ an Executive Assistant. In this role the Executive Assistant  (i.e., the CEO’s right-hand person) will handle several principal duties, all focused on making time, information, and decision processes more effective for the CEO.

In addition to overseeing the CEO’s time and ensuring her focus is on the most critical issues, the candidate will provide assistance and guidance on all external meetings and manage special projects for the CEO.

The ideal candidate possesses solid project management skills, is business savvy, and has a thorough understanding and experience in Government Affairs.

The ideal candidate is organized and disciplined, shows attention to detail, and follows up relentlessly to ensure the right results.

As the Executive Assistant to the CEO, this position is responsible for managing the day-to-day calendar and upcoming events.

This position will require you to be proactive in anticipating the CEO’s needs and high expectations.

The Executive Assistant will work as a liaison for the CEO, with staff gathering updates and information to help the CEO better understand the state of the organization and allow her to focus her efforts on fundraising and strategic partnerships.  The Executive Assistant is a respected member of the team and streamlines communication efforts between staff and the CEO.

The ideal candidate will have hill experience or senior-level executive assistant background. 

This job is perfect for someone with a strong background in policy writing, is highly organized, can work independently, and is an expert in anticipating needs.

The candidate is a strategic thinker with meticulous attention to detail and works well under pressure and meeting deadlines.

This position will be required to be able to work in the NHMA office daily.

Responsibilities  
Act as the CEO’s “right-hand” person
Work in tandem with the Controller
Attend in-person and virtual meetings and calls with the CEO and step in on her behalf if she can not attend; prepare prework, take notes during all meetings, and handle all follow-up; ensuring that the action items from the meeting are executed and communicated out to staff.
Serve as a liaison between the board and CEO.

Schedule board meetings, handle all logistics, coordinate travel arrangements for board members if needed, take board minutes, and send board minutes after each meeting and call with board members
Responsible for a broad variety of administrative tasks, including managing an extremely active calendar of appointments, composing and sending correspondence on the CEO’s behalf, scheduling appointments, and following up on various tasks to ensure deadlines are being met.
Manage the CEO’s calendar and provide her with a daily briefing every morning to ensure she understands her responsibilities for the day and prepare her with a detailed agenda and brief her on each meeting ensuring she knows who she will be meeting with, why she is meeting with them, and her goals for each meeting. 
In coordination with the CEO, create the All-Staff Monday meeting agenda, and speak with the Director of Programs ahead of the meeting to ensure the agenda items are correct and if there are any additional items needed 
In coordination with the CEO, draft and collaborate on policy papers, edit and review proposals and grants, and be the reviewer for the CEO.
Act as the communication arm for the CEO with other executives in the organization, staff, clients, or major stakeholders
Act as liaison for staff receiving updates and communicate out status reports on all projects and programs to the CEO
Meet with the Controller, Communications Manager, and Director of Programs weekly to receive updates on all projects
Act as the sounding board to the CEO for new ideas and initiatives
Act as the facilitator for the CEO’s subordinates.

This means communicating wants, needs, concerns, ideas from employees to CEO effectively and efficiently
Prioritizing conflicting needs; handle matters expeditiously and following-through on tasks to successful completion, especially those with deadline pressures
Summarize correspondence, highlight key issues or topics of interest, and follow up to ensure a proper and timely response
Develop creative approaches and alternatives to the resolution of issues and problems.
Act on the CEO’s behalf with staff when she is out of the office or on PTO to ensure the work continues to run smoothly

Our Ideal Candidate
Bachelor’s degree, required
Masters degree or other preferred 
5 plus years of executive-level administrative and project management support experience required
Healthcare experience preferred
Capitol Hill experience preferred
Proficient in Microsoft Office & G-suite (Outlook, Word, Excel, and PowerPoint) and social media platforms, required 
Experience with training senior-level staff on new technology such as G-suite, social media, CRM platforms, preferred
Excellent verbal, written, and communication skills, i.e.

the ability to communicate effectively verbally and through written correspondence and communicate with individuals in one-on-one situations.
Very strong interpersonal skills and the ability to build relationships with others
Extremely strong organizational skills, project management, and attention to detail
Ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Highly resourceful team player with the ability to also be extremely effective independently
Demonstrate a  proactive approach to problem-solving with strong decision-making capability
Ability to learn processes quickly and efficiently
Ability to be self-motivated and results-focused, actively seeking opportunities and proposing solutions
Ability to communicate to CEO’s vision while being a well-respected member of the team for staff

Benefits

Salary based on experience.

100% payment of health insurance packages with vision, dental.

401K plan.

Vacation and sick leave. 

To Apply 

Please submit a cover letter, a writing sample, and resume in PDF format to Jobs@nhmamd.org and include “Executive Assistant ” in the subject line.